Event Coordinator

Event Coordinator

This position works with the Marketing and Development departments to plan and execute events for the organization. You will be responsible for the planning and execution of fundraising events including Vitality Walk, Play Fore PAR Golf Tournament, Evening of Empowerment Gala, and third-party events. This position is also responsible for volunteer management, including recruitment and development. This position will help ensure that each event meets the intended goals and provides an exceptional experience for our constituents. This position oversees building comprehensive volunteer profiles with a focus on information that supports retention and cultivation. This position will also work closely with programs to identify volunteer opportunities and ensure the ability to train and provide volunteers for those opportunities. Responsibility for tasks such as negotiating and securing event space, arranging catering, and working with other outside vendors, and executing sponsorship obligations like sign printing, logos on website and event day needs. You will rely on your experience, judgement, and organizational skills to plan and accomplish goals, and apply problem solving to a variety of tasks related to event planning and volunteer development.

Essential Job Functions & Duties

Event Coordination:

Coordinate and manage all logistical needs for events such as venue procurement, transportation for participants, catering, special needs requirements, etc.

On event day, take leadership in problem-solving, directing event set-up, communicating with staff, and organizing vendors, and overseeing setup and take-down ensuring event is set up and/or cleaned up correctly

Provide logistical pre-event planning, on-site execution, and post event wrap-up to include briefings, surveys, and budget reconciliation

Determine the event criteria and compose a detailed event file/binder with instructions for each event

Accurately determine vendor costs and stays within allocated budget

Work with the Development team to coordinate day-of-event information for sponsors and support sponsor retention

Source and secure items for live and silent auctions, in-kind donations, and prize packages

Develop and manage project timelines and action plans in collaboration with departments and ensure all deadlines are met

Review estimates and contracts for accuracy and organization standards

Work with development department to ensure event sponsors' contractual needs are fulfilled

Effectively self-manages tasks, paying special attention to time management and workload

Create and maintain volunteer database

Develop and manage fundraising committees for each event

Assist in site selection, contracting and negotiation process, research vendors, compare prices, prepare contracts and payment requisitions

Create and manage event websites though the DonorDrive platform

Coordinate event entertainment, including music, performers, and guest speakers

Collect invoices and ensure payment of vendors

Adhere to approved event budgets, monitor expenses and opportunities for savings, and maintain detailed records/receipts for financial accounting

Anticipate and plan for possible different scenarios always having a backup

Work with Marketing Director to provide support with event collateral creation flyers, invites, etc., ensuring quality, design consistency, data integrity, and timeliness of deliverables

Volunteer Coordination:

Create and maintain an Orientation Program for all volunteers

Coordinate volunteer needs with all departments, and maintain schedule to meet those needs

Develop and maintain an effective volunteer communication strategy

Responsible for annual Volunteer Celebration event

Manage event committees, schedule meetings and keep them on task

Oversee PAR Mentor program, confirming mentors with CEO

Requirements/Qualifications

1-2 years Previous event planning experience preferred

Must be available to work evenings and weekends when event schedule requires

Strong attention to detail while working on multiple tasks at once

Possesses strong organization skills, with ability to multitask and manage partners/vendors and projects simultaneously.

Proficiency in Microsoft office suite, including Word, Excel, and PowerPoint

Ability to manage events through project management software

Proficiency in Adobe products including Acrobat, InDesign, Photoshop is a plus

Proficiency in website creation or DonorDrive preferred

Experience assisting users with online registration and donation management preferred

Strong communication skills, and the ability to present event ideas and plans to team and vendors

Experience with CRM platforms a plus

Excellent written and verbal communication skills

Strong work ethic and overall professionalism

Effective and constant communication to teammates, as well as with key stakeholders

Strong time management skills, analytical and decision-making skills along with considerable tact and diplomacy

Confident in writing skills for promotional materials

Self-starter with ability to identify problems, and develop and implement solutions

Ability to manage multiple projects at once

Physical labor in event preparation and execution and must be able to lift 50lbs on a regular basis

Comfort in operating and driving Uhauls/Trucks to and from events

Benefits

Two weeks PTO

Two weeks sick leave

Paid garage parking

401k with match

Paid Health Insurance (dental and vision available)

How to Apply

Send cover letter and resume to Nikki Widner at View email address on click.appcast.io